Minutes are in DRAFT FORM until approved at the following meeting.                                                                  

SCOTHERN PARISH COUNCIL

Minutes of the Meeting of Scothern Parish Council

Held in the Methodist Church, Wednesday 11th December 2024 at 7.30pm

Present: Cllrs J Atkins, D Canton, R Creaser, J Johnson (Chair), C Nicoll, B Patchett

In attendance: L Brooks-Sleight (clerk) and Cllr B Velan WLDC

Cllr Johnson (Vice) opened the meeting

303/2024 To Elect a Chair

Cllr Johnson was proposed & seconded as Chair, and the vote was taken, approved. Cllr Johnson signed the Declaration of Office Resolved

Cllr Johnson said “We now need to move forward in accordance with our correct procedures and code of conduct. We must listen to our residents, take appropriate action and produce results.”

304/2024 To Elect a Vice

Cllr Patchett was proposed & seconded as Vice, and the vote was taken, approved. Resolved

305/2024 Apologies for Absence

None received, all present

306/2024 Representatives Report

Cllr Velan reported – WLDC are still trying to purchase Scampton base from the MOD; all residents in the West Lindsey area to received postcard information on flooding; SRC have asked him about funding to replace a broken Flower & Produce Show trophy that was donated over 20years ago by WL.

307/2024 Public Participation

None present

308/2024 Declarations of Interest

None received

309/2024 Minutes of last Meeting

The minutes of the Parish Council Meeting held on 6th November 2024 were approved as a true & correct record. Proposed & seconded. Resolved

310/2024 Clerks Report

• Footpath Sudbrooke Rd – Orchard Close, leaves/grass overgrowing the path, clerk was contacted by a resident to say a group has offered to clear the path as it is a busy walkway for school children, and they have done an excellent job.
• Vacancy of Council Member – due to the resignation of Neville Reyner from Scothern Parish Council, a vacancy has arisen. WLDC were informed and issued a notice to display on 20th November 2024. The clerk was notified today, to say the council may now co-opt a new member. A co-option notice with be display on the website/notice board/Facebook with the intention to consider co-option at the January 2025 meeting.
• LCC grass cutting agreement – an invoice have been submitted for payment.
• Christmas Tree light switch on – following emails to the Head of Ellison Boulters, a decision was made not to have an official switch on.
• Road closure signage – HW have now delivered the signs for the PC to use for future events

311/2024 Co-option Policy & Application Form 

The policy was proposed & seconded and approved Resolved

312/2024 Sexual Harassment & Bullying Policy

313/2024 Christmas Tree lights

Cllr Patchett updated the council on the PAT testing of the tree lights and a new set purchased at a cost of £31.49, but while testing a safety issue was discovered with the connections. After contacting the clerk, a decision was made to approve the work on safety grounds. PlugSafeLincs Ltd very kindly only charged for the part required (£17.99) and gave his time & PAT testing as his contribution to the community. Clerk to email with appreciation and thanks.

314/2024 Tesco Mobile

The mobile is out of the 2year contract and is now on a monthly rolling contract at the same price of £7.50 inc. vat. It was approved to continue with the monthly rolling contract as there are no current issues and to review at a future date if necessary.  Resolved

315/2024 Early engagement on new woodlands – Mickelholme

This was discussed and no comments to submit but for the clerk to reply with a thank you for consulting the PC and would like to be kept informed of the progress.

Cllr Nicoll declared an interest in the following item – as a LALC internal auditor

316/2024 LALC Internal Audit Service Requirements – Terms of Engagement

The document with fees was received, proposed & seconded and approved. Resolved

317/2024 War Memorial

The clerk updated the council on the War Memorial relocation and a meeting with the Communities Manager from WLDC. There has not been any contact from the DAC since the site meeting on the 13th August 24. Following advice from the Communities Manager, the PC approved to take a step back & reset; contact Draper Memorials for updated quotes and locations; email WLDC to receive a new grant offer and extend the deadline.

318/2024  Flooding Prevention

Report received from Anglian water re: Craypool Lane - Having checked with the local team, I can confirm that following the repairs and checks, all the issues have now been resolved with no further faults on this section of sewer. The sewer is now a grade 2 (with grade 1 being the highest) and no further action is needed.

319/2024 Grass Cutting/Maintenance 2025

Approved Grass/maintenance Contractor  - Ian Moore Contractors unable to reduce the 2year quote but would like the council to review the work halfway through the season with the intention to confirm the 2nd year deal. The clerk to arrange to meet him before the start of the season to get the contract signed and go over any detail.

320/2024 Play Area

a. & b. Cllr Atkins circulated the latest Play Area inspection Report and quotes received from EKM Ltd which showed some equipment requiring immediate removal/repairs due to being unsafe/rotten poles or manufacturers of the old equipment no longer in business for the replacement parts. After a discussion, it was approved to instruct EKM Ltd to remove 3 items asap due to safety reasons – the swings £80+vat; the tram tracks part of the trim trail £50+vat; scramble net £80+vat – a total cost of £210+vat. Proposed & seconded. And contact 2 other companies for quotes (following the PC Financial Regs) to replace the swings & slide and other equipment for discussion at the January meeting. The clerk to inform the SRC of the work required at the play park.

c. Cllr Atkins circulated suggested questions to the council for village residents to have a say on the future of the play park & equipment which were discussed and approved but most online surveys required monthly fees. Clerk to research for any free, one-off QR code surveys for a future meeting.

321/2024 LALC Training Scheme

Cllr Johnson & Atkins requested the approval to attend an online course, Communicating with your Community part 1 at a cost of £30+vat each and Cllr Johnson request to attend Chairing a council and public meeting effectively also at a cost of £30+vat. These were approved, proposed & seconded. Resolved

322/2024 Highways

• 2 large ash trees along Dunholme Rd were reported to highways due to lots of dead branches. Highways have investigated and work has been issued by one of the delivery gangs, we will be informed once completed.
• Cllr Velan to follow up the road sweeper request through the village.

323/2024 Community Speed Watch

a. Cllr Creaser sent last month speed data report was sent prior to the meeting. PC Sam Key reported the data from the November meeting and requested the presence of the mobile police speed gun which has been observed in the village.

b. The Community Speed Watch Newsletter – November 2024 was sent prior to the meeting.

324/2024 Police

Cllr Canton updated the PC on the last months crime report.

325/2024 Budget 2025/26

The budget for 2025/26 was discussed and approved at £30,745. Proposed & seconded. Resolved

326/2024 Precept 2025

The Final Precept 2025 was discussed along with the Budget amount and approved to request a Precept of £30,000. Proposed & seconded, the clerk to submit to WLDC. Resolved

327/2024 Finance

a. Lloyds Bank – an update on changes to the PC accounts were received – from 14 January 2025, Lloyds to charge a monthly maintenance fee of £4.25 per account with 100 free electronic payments per month, charges for cheque payments and deposits. The council discussed several options and approved to close the play park account – transferring funds into the one main account, paying the one monthly fee and reviewing when required. Resolved

b. The monthly accounts for payment with the corresponding bank statements and bank reconciliation up to 30/11/24 were approved as a true & correct record. Cllr Patchett & Nicoll were nominated to authorise the online bank payments. Proposed & seconded. Resolved

328/2024 Website Accessibility statement

The statement was reviewed and approved, no changes. Resolved

329/2024 Scothern Emergency Plan

The plan has been sent to LRF for approval to the next stage.

330/2024 Scothern Recreation Centre

The clerk attended the December meeting due to Neville Reyners resignation and updated the SRC on the new grass contractor; the war memorial and the trip hazard repair near the small gate. A council member wasn’t approved to represent the PC at the SRC meetings, but it was decided that any member/the clerk would attend. The clerk to inform the SRC and request agendas and meeting notes.

331/2024 Internal Audit Report

The mid-year audit report from LALC was received with a couple of recommendations noted.

332/2024 Grange Park

The notes from the working group were received and noted.

333/2024 Village maintenance

A quote was received from Hammer & Nails to repair the notice board near the village hall at a cost of £30. This was approved. Resolved

334/2024 Scothern News

a. The cost of the past 12 months Scothern News printing for delivery to residents was discussed and approved to continue to print & deliver copies for residents (currently 27) unable to access online issues, free of charge in 2025. Proposed & seconded Resolved

b. It was approved to keep the existing advertising costs for 2025 covering the printing costs. Proposed & seconded. Resolved

335/2024 Planning

No new applications or decisions.

336/2024 Correspondence for information (sent prior)

• LALC –  E-news 29/11/24
• LCC Town & Parish September Newsletter 26/11/24
• WLDC Parish News 26/11/24
• NALC Chief Executive Bulletin 6/12/24
• Email from resident re: public path Orchard Close-Sudbrooke Rd

337/2024 Agenda items for next meeting and any updates/points from members    

Cllr Velan  left the meeting

338/2024 To consider the exclusion of the public and press in accordance with the Public Bodies (Admission to

meetings) Act 1960 s1 (2) due to the confidential nature of the items to be Discussed

The clerk left the meeting after reading her report to the council on her first year in post.

Clerks Review completed – approved to move up 1 increment of the pay scale from 1st January 2025.

The date & time of the next Council meeting – 8th January 2025 at 7.30pm